CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Blackpool Teaching Hospitals NHS Foundation Trust.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

Blackpool Teaching Hospitals NHS Foundation Trust has a requirement to procure an electronic document management system on a managed service basis. The EDMS project will see the conversion of active health records into an EDMS document imaging solution. This will provide on demand, multi-user, multi-site access to the electronic record via desktop PCs, mobile devices or remote access and will enable clinicians to use the most complete and up-to-date record to inform their care decisions.

Scope.

The Trust intends to contract with a sole provider for the provision of its EDMS/scanning service. This may comprise a consortium, with a single entity taking full responsibility/liability for the provision of the service.

The EDMS will provide a multi-purpose solution within a single IT system including:

- Scanning of existing paper health records;

- Scanning of health record supplements (HRS);

- Electronic referrals and completion of e-forms within the health record;

- Clinical correspondence;

- EDMS should also support the use of voice recognition.

The contract will include options for supplier(s) to deliver the service as described below:

PART A – EDMS Solution and Scanning of Acute Paper Records

- EDMS solution comprising of a viewing portal / eReferrals / eForms / workflow (as a minimum);

- Back scanning the current paper health records (265,000 health records), to be available electronically via the EDMS solution.

PART B – Scanning of Community Paper Records

(Suppliers can only tender for this requirement if they tender for Part A).

- Back scanning the current paper health records (141,000 health records), to be available electronically via the EDMS solution.

Note: The average set of community paper health records is estimated to be 33 pages (66 images).

PART C – Ongoing Scanning of Acute Health Record Supplements

(Suppliers can only tender for this requirement if they tender for Part A)

- Ongoing scanning of HRSs – to agreed SLAs – to be available electronically via the EDMS solution.

PART D – Ongoing Scanning of Community Health Records

(Suppliers can only tender for this requirement if they tender for Part A)

- Ongoing scanning of newly created records – to agreed SLAs – to be available electronically via the EDMS solution.

Note: The number of health records is c110,000 per annum.

Suppliers who tender for Part A will be invited to provide options on the delivery of parts B, C and D as separate costed items. The Trust reserves the right to select from the options presented (for example, the Supplier may offer Parts A, B, C and D and the Trust may select Parts A and C only). The Trust also reserves the right to award all, part or none of the business.

It should be noted that in addition to the requirement under Parts C and D, the Trust also requires the ability to undertake in-house scanning of full (paper) health records, health record supplements and / or ad hoc documentation via the EDMS solution.

This procurement aims to reinforce compliance with the Trusts own medical records policy objectives by providing:

- Better storage and retrieval of clinical records,

- Improved control of clinical records,

- Compliance with legislation and standards,

- Improved disposal of clinical records and

- Reduced costs;

- Performance benefits for the patients, Hospital and departments.

The prime driver for this procurement is the improvement of patient care in terms of both efficiencies and safety. The Trust welcomes bids from consortia but suppliers must be aware that the Trust expects to contract with a single prime contractor who will deliver the full capability required and who will ultimately be responsible for the service delivered.

The Trust anticipates that the contract will commence January 2013. The conversion of all currently active health records from paper to electronic format is expected to be completed within a 15-month timeframe.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

The contracting authority reserves the right to require deposits, guarantees, bonds or other forms of appropriate security.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

To be set out in tender documents.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

The contracting authority reserves the right to require groupings of bidders to take a particular legal form, a single supplier to take primary liability or each party to undertake joint and several liability. Consortia bids are acceptable.

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

As set out in the PQQ which is available from Chrystal Consulting.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

As set out in the pre-qualification questionnaire which is available from Chrystal Consulting.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

The PQQ is available upon request from Chrystal Consulting from the date of despatch of this notice. Expressions of interest must be by way of completion and return of the pre-qualification questionnaire (PQQ) by the date and time specified in section IV.3.4 (12:00 noon 23.9.2013)

The Trust considers that this contract may be suitable for suppliers that are small or medium enterprises (SME's), however, any selection of tenderers will be based solely upon the criteria specified. The contract will be awarded on the basis of the most economically advantageous tender.

The Trust does not bind itself to accept the lowest or any offer and reserves the right to accept an offer in either whole or in part. The Trust is not responsible for any costs incurred by bidders in relation to the participation in this process.

Bidders should note that it is unlikely that TUPE will apply to this contract.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

In accordance with Regulation 32 (Information about contract award procedures and the application of the standstill period prior to contract award) and Regulation47 (Enforcement of Obligations) of the Public Contracts Regulations 2006 and Public Contracts (Amendments) Regulations 2009.

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained

II)

Address and contact points from which specifications and additional documentation may be obtained

III)

Address and contact points to which Tenders/Requests to Participate must be sent